Job Profile (To be attached to the relevant Grade Profile document)
Core job information
Job Title Administrative Assistant (ISCI)
Dept./School/Inst. School of Law Section/Centre/Unit International State Crime Initiative
Career Family Professional Services Grade 3
Working hours per 0.5fte Appointment period ASAP week
Reports to (job title) Research and Policy Manager (ISCI) Current location UK & ISCI Director
Job purpose (Why does the job exist? What is it there to achieve or deliver?)
The role will provide additional administrative and research support to ISCI staff. It will require a working knowledge of established processes and procedures within ISCI and QMUL with training and guidance provided. The day-to-day duties will be assigned by the line manager in consultation with ISCI Director.
D:\Docs\2018-05-06\0790d733e7d21a1a379b15eb70cb4a5b.doc Knowledge, Skills & Experience (work experience, qualifications, specialist training, key skills, disposition)
Requirements Essential/Desira Qualifications Either appropriate relevant academic/vocational qualifications Essential (Degree level preferable Higher Degree) plus relevant experience
Experience Event organisation including e.g. high profile public lectures, Essential book launches, documentary/film screening; and research assistance Experience of working in an administrative environment, providing support to senior management on a day to day basis
Experience of working within an academic research Essential environment Experience of servicing a committee
Experience of working in a team Essential Experience of supervising junior colleagues
Working knowledge of Agresso Desirable Communications experience e.g dealing with press, press and publications department, external communication units
Budget management experience Essential
Knowledge, skills & A working knowledge of Windows and Mac OS systems Essential abilities A working knowledge of Microsoft Office including Word and Excel
Knowledge of the back-end of Wordpress Desirable Research skills
Demonstrate skills in web content management and publication Essential
Able to deal with people of all levels and experience and Essential communicate effectively both written and verbally
Attitude & disposition Needs to be proactive and respond to issues as they arise Essential Work well under pressure and in flexible circumstances Multitask and undertake tasks in order of priority Work well in a team
D:\Docs\2018-05-06\0790d733e7d21a1a379b15eb70cb4a5b.doc Main Duties and Responsibilities of the Role
Day to day administration of ISCI Organisation of high-profile public engagement events including lectures, film screenings, book/report launches, conferences, photographic exhibitions; roundtables etc. Undertake the day to day administration of the internship programme including supervision of the interns. Updating and uploading content for the ISCI website: www.statecrime.org Undertaking extensive administrative activities to ensure continued organisation and general management of research environment Updating all ISCI social media pages (Facebook and Twitter) Service ISCI meetings, including the ISCI Executive Board, Pluto journals, meetings regarding research collaborators, funders. General administrative support including management of office diary, responding to emails and phone calls, updating social media and providing general office support Occasional research assistance as required including content for website as directed by the Research and Policy Manager and/or Director Any other reasonable tasks determined by the Research and Policy Manager and/or Director Assist State Crime editors in the biannual production of the journal by: communicating with reviewers and those submitting articles; sending articles out for review in collaboration with editors; responding with publishing decisions to submitters once reviews have been assessed and decided upon by editors; servicing the journal meetings.
Impact and dissemination Along with the Research and Policy Manager liaise and coordinate research dissemination with QMUL PR and QMUL Law Communication’s teams on research undertaking and findings throughout international media outlets. Along with the Research and Policy Manager coordinate disseminating research to high-impact recipients e.g. politicians, INGO’s, civil society organisations etc. Organise high-profile dissemination events including roundtables, conferences, meetings etc.
Working Environment (knowledge of special working practices, breadth of management skill required, customer impact, responsibility, efficiency)
Resolve most day to day issues and queries independently Develop a working knowledge and ability to provide advice on established procedures including ISCI, QMUL finance and general law school matters
Freedom to Act & Decision Making (depth of control, supervision received, use of judgement & initiative, analytical ability)
In consultation with the Research and Policy Manager undertake decision based on medium term impact for ISCI. Working alongside the Director and Research and Policy Manager to implement strategic decisions, in consultation with the ISCI Board and Office team.
D:\Docs\2018-05-06\0790d733e7d21a1a379b15eb70cb4a5b.doc Communication & Networking (liaison with others, type and level of communications) Liaise and work with a range of QMUL departmental and university professional staff in meeting the needs and requirements of the team, whilst building and fostering these relationships. May attend meetings as requested by Research and Policy Manager to support the work activities of the team May be required to coordinate activities and/or communications on behalf of the team. Ensure social media, mailing list and public contributions/impact lists are regularly updated Communicate regularly with our mailing list and social media followers on research updates and general information related to the state crime field Organise internal and external activities/events in partnership with QMUL law events officer. This will include (but will not be limited to): event marketing, coordination and preparation of event including booking venues, speakers and refreshments; and ensuring events are run efficiently and expertly. Provide effective and efficient support to colleagues in resolving any issues that may arise within established procedures and day-to-day operations.
Finance/Resource Management (budgeting, forecasting)
£1000 limit on Agresso in order to manage events
People Management (supervisory responsibility, human relations skills)
Day to day supervision of interns
This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.
D:\Docs\2018-05-06\0790d733e7d21a1a379b15eb70cb4a5b.doc Organisation Chart Department of Law ISCI administrative Structure Head of Departmen
Director of
Research Leverhulm ISCI and Policy e Early Admini strativ
D:\Docs\2018-05-06\0790d733e7d21a1a379b15eb70cb4a5b.doc Confirmation Section Job profile content agreed by:
Jobholder signature Print name
Ext No: Date:
Line Manager/Supervisor signature Print name
Ext No: Date:
Head of Department/Director of Print name Institute signature
Ext No: Date:
Comments:
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